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Park Board Minutes 2009 01-22-09 Yorkville Parks & Recreation Department APPROVED Administration and Recreation Office 201 W. Hydraulic Street Yorkville, IL 60560 630-553-4357 Park Boar Agenda Thursday, January 22, 2009 7:00 p.m. — Park Board Meeting Administration and Recreation Office Call to Order: Chris Rollins called the meeting to order at 7:17 p.m. Roll Call: Chris Rollins-Yes; Ken Kock-Yes; Kelly Sedgwick-Yes and Vickie Coveny-Yes Introduction of Guests. City Officials and Staff: Alderman Joe Plocher(arrived 9:50 pm) Director of Parks and Recreation — Dave Mogle Superintendent of Recreation —Sue Swithin Superintendent of Parks— Scott Sleezer Joe DeCicco - ISU Intern Public Comment: None Presentations: None Approval of Minutes: Minutes-Regular Park Board Meeting —January 8, 2009* Ken Koch noted corrections to me made. Page four, the recommendation in the final paragraph should read as follows: Ken Koch asked for a recommendation to allow City Employees to obtain a Premier Membership for$10 a month; families would pay the standard rate. This would be for full-time and permanent part-time employees who work 20 or more hours a week, twelve months a year with a service of at least one year. Second correction was on page five, second paragraph, tournament was misspelled. Page four, second paragraph, the word weather should be spelled whether. Page five, third paragraph, second sentence should read: The fields require a huge amount of maintenance; he said therefore they upgraded the premier package to $1,300. Mogle noted on page six the adjournment section, first sentence should read: Ken asked for a motion to adjourn the regular Park Board Meeting to go into Executive Session at 9:38 pm. He also noted on page seven that the regular meeting was adjourned at 9:58 pm and not 10:58 pm. Also the title for the second paragraph the word meeting was misspelled. Chris Rollins asked for a motion to approve the minutes with amendments made. Kelly Sedgwick made the motion and Vickie Coveny seconded the motion. The motion was unanimously approved by voice vote. 1 Bills Review: Cash Analysis & Bills List* Ken asked about the copier lease charges totaling $367.00 on page one and the Minolta Business Copy charges totaling $136.44 on page three. He questioned why there were two related copier charges. Sue explained they pay a monthly lease fee on the copier and then they pay per copy. She noted that the copier keeps track of how many copies were being made. With no further questions Chris Rollins asked for a motion to approve the cash analysis and bills list. Ken made the motion and Vickie seconded the motion. The motion was approved by roll call vote: Chris Rollins-Yes; Ken Koch-Yes; Kelly Sedgwick-Yes and Vickie Coveny-Yes Old Business: REC Center Open House Report Dave Mogle said due to the great advertising they had the open house that was held on January gih and 10th was very well attended. Sue Swithin said she they were busy and overall was very pleased with the outcome of the open house. She said they had 86 new members join and 50 to 60 new contracts signed. She stated that Friday night was their busiest night and Saturday morning their demos and classes were well attended. Integrated Transportation Plan Task Force Update Dave said he brought this up months ago in a Park Board Meeting and said that Scott Sleezer and Laura Haake had been on the Task Force since its inception. Scott reported that Smith Engineering was heading up the Task Force through the state. He noted there had been several meetings and the public were welcome to attend any of them. He said they had a meeting where they took a public survey; the public deemed significance in where the trails would be connecting. He said there were two distinct groups, one from the north side and south side of town. They expressed interest in not only wanting recreational trials but they wanted trails that lead to schools, shopping, and work. They expressed interest in using their bikes as a mode of transportation. Scott said that they had not really gotten down to what links they needed to work on first however there had been a meeting with [DOT. He said they talked about widening Route 47 and how trials would incorporate with this. Scott said the state does not plan on making any changes to the bridge here in town to get a trail across it. He said the long-term goal is to create a pedestrian bridge to get people safely across. He said IDOT would actually let them hang a passage underneath the bridge going east and west. Scott said that he did know they are planning on some kind of trail leading from Rt. 71 to Kennedy Road, which would be huge. He said they were working with the state on this project. Ken Koch said he was worried that the city would not be able to come up with the funding for anything new. Scott said that it is being looked at and Smith Engineering was looking at some alternative funding sources already and that there is already one grant 2 out there that they are particularly looking at. Scott said the project would be funded through the state. Scott noted they were also looking at doing some protected crosswalks down town. He noted that the discussions from the Task Force were what they could do now for downtown improvement and what they could do for the future. He said they projected crosswalks in different styles than what they have now, such as larger curbs and walk signals that give you signal counts rather than the signals that give you the walk and don't walk signal. Scott noted that the next public forum would be May. New Business: Introduction of ISU Intern Student Joe DeCicco is an Illinois State University student currently interning at the Yorkville Parks and Recreation Administrative Building. He is planning on graduating with a recreation management degree in May. He served in the United States Army for six years while completing two nine month tours in Iraq as an infantry soldier. Joe has worked for the YMCA organization for the past six years at LaGrange, Elmhurst, Bloomington/Normal and Naperville locations. Bridge Park Storage* Dave Mogle said that Scott had come to him for an idea to improve storage at Bridge Park. Scott Sleezer said boxes at the back of the dugout had been broken into, they had an issue and they needed to be able to store equipment at Bridge Park. He passed out a quote on a portable storage shed. Scott asked the board to email him ideas for where he could purchase the storage sheds because he would like to know where to go. He said that it did not need to be shiny and new but it needed to weather tight with no rust holes. Rollins felt they could paint it to look visibly nice. Scott said they wanted to keep it away from people so no one complains about it. Scott said he approached the YYBSA to share the cost of the storage shed. He said because they want to keep their mounds out there they were in favor of sharing the shed and said they would pay for half of the purchase price. Scott said that he wanted to set parameters and mentioned they are looking for four months out of the year for storage. Kelly suggested we charge $200 per season. Ken wanted them to be mindful of the security issues if they gave YYBSA access to it when it was being rented. Ken felt that the staff should figure a way for them to separate their things from the YYBSA's storage section. Scott said this was in the budget and be pulled from maintenance and costs. He said it would benefit them to have this storage at Bridge. Mogle said that we would get further direction and had received a consensus to move forward with this. Green Committee Conference at REC Center Sue Swithin said that she was trying to finalize the conference with Mayor Burd. Sue said that Burd approached her about holding the conference at the REC Center. Sue 3 said it was going to be smaller than anticipated and felt it may encourage more foot traffic to the facility. Sue noted they could offer the rooms and studio and have her staff supervise signage and direct people but beyond those needs she would not be able to provide staff. Mogle said that Burd understood that the conference cannot interfere with programs and classes. Mogle said that this is however an opportunity for some people to come through the building that might not otherwise and felt that they should have a membership table set up to be prepared to push membership for those with questions about the facility. Sue is concerned with the traffic and the track and she reiterated that the REC Center isn't a good exhibit hall. She said that they were going to evaluate this conference to see how it goes. Rollins said that it is a purpose built facility and not a general-purpose space. Sue said that Mayor Burd is very supportative of how they felt about the facility. Annual Service Report for Parks and Recreation Dave Mogle said this was informational only and said that the annual service report covers all departments. It is a great opportunity to review and reflect on departmental accomplishments in 2008. The parks and recreation department's contribution to the report will be finalized this week and a copy shared with the park board at the meeting. Reports: Director Report 1. Heartland Circle Homeowners Association Dave Mogle noted The Heartland Circle HOA contributed to the park development of $3000 and may do a community combined build for the shelter. He said with The Junior Women's Club there was about a $10,000 total contribution. 2. Riemschneider Park Grant Dave Mogle noted after many weeks of gathering background data from this project, the material has been sent off to the city's auditor. He noted it will take them a couple weeks to get a report back from them then we would send that to the state. 3. Grand Reserve Park B Dave Mogle said that they had to show ownership before they get the reimbursement. He said they would have to work real quickly to get the deeds from Pasquinelli. He said that the critical element to this is they still have to do the grading at Park B. 4. Regional Open Space Meeting Dave Mogle said that the Kendall County Forest Preserve had invited them to their meeting on February 3, 2009 from 2 pm —4 pm. Dave said that he would attend and any Park Board members were welcome to come. Parks Report None 4 Recreation Report Sue said she wanted to highlight the matter regarding the preschool and the meeting she held with the parents. She said they listened to parent concerns and they addressed questions and concerns about the pre-school program and curriculum. She said the meeting was positive with only some negative concern about what would happen with the former director and the new director and teachers. She said Mogle addressed them and told them that they were not at liberty to discuss the former director however they could discuss the new teachers. The main concern from parents, Sue said, was registration for next year and who the staff would be. Some parents wanted to know if the $50 nonrefundable fee was truly nonrefundable or if they could get it back if they did not like the staff or structure for next year. Dave said they would bring it back to staff to talk about it. Sue said she knew that three teachers from the north per-school were coming back next year and they would only have one spot to fill. She and Angie would like to change the structure a bit like changing the title of the director. She said what would be fair was to evaluate from now until the end of May of this current school year. She noted that a letter would go out tomorrow stating that they would know by the end of May who would be teaching next year. Sue and staff decided that by the end of May if parents decided not to stay with the program they would refund their$50 fee. However after that the $50 fee remains non-refundable. Ken noted that there was a waiting list to get into the preschool. Rollins said that we have always run a high quality program and we have always held high standards. And those we hire will have the experience necessary for our program. He said parents should know nothing drastic would be changing. He felt that we should be real cautious on extending that refundable $50 because we need people to commit because we do have a waiting list. He felt that people that have been with us before should not expect us to lower our standards. Sue said that she has stressed that in the letters and in the meeting and felt that this new letter would clarify further concerns of theirs. Additional Business: 1. Dave Mogle stated that at the last council meeting one of the aldermen had some thoughts and concerns of having only six park board members and not the seventh, which would be the school district. Chris Rollins said he felt that this body and the school board would be very well served with someone in the position of liaison with the schools. He said that the opinion on the school board side was that it was less important than we thought it was. Rollins said we were always willing to work with them and he felt that we should have far more involvement with each other to better serve our community. He said we have joint school and park sights and have issues that we should actively engage in together. Rollins said Alderman Allen asked if someone could be appointed by the school board, who was not a city resident, that would be a member of this body and they would be voting on issues where funds were being spent by Yorkville residents. Rollins felt strongly that they should not go to the attorney to get an opinion on this one when they had a rendered opinion from a previous attorney. Rollins felt that we were not being ill 5 served by any stretch by having the school board appoint someone even if they are a non-resident because our programs and facilities are open to non-residents. Rollins felt that no one in the school district was concerned however he thought we should let the new Mayor make a pitch to the school board and tell them there is value in having someone participate in the process that shapes parks and recreation for the community. If the people on the board disagree then they won't have anyone on the seat however we would personally benefit making that overture to them because then it really is up to them to participate or not to participate. Rollins felt we were not in a position to tell them who they should have representing them here however he was not against having their representation. Sue Swithin felt that there are so many good people out there that are in touch with what is going on with the schools. She felt that we could change the ordinance allowing the Mayor to appoint someone knowing that person in that position would be an advocate to school issues. They could be the public view on that committee. She felt we would get more out of it than they had in the past. Sue said what we do not want is having someone that would be apprehensive in speaking their mind. Alderman Joe Plocher said that he and Mayor Burd should go to a school board meeting and bring this up to them. Sue said at least this shows that we are not dropping it and the important thing is we keep planting these thoughts in their mind for when they get a new superintendent. 2. Dave Mogle Gave passed out a preliminary draft of the budget for next year. He said that he wanted the board to get in on it early. Dave asked for the board to look this over and formulate questions to bring back. Executive Session: No need for the executive session per Dave Mogle. Adjournment: Chris Rollins asked for a motion to adjourn the meeting at 9:55 pm. Ken Koch made the motion and Kelly Sedgwick seconded the motion. The motion was unanimously approved by voice vote. Next Meeting: February 12, 2009 *Items needing Board approval or recommendation Minutes Respectfully Submitted By: Jamie Cheatham 6